Medical Virtual Assistant - Nutrition & Wellness

About The Client and Role

A nutrition and wellness center specializing in personalized, evidence-based nutrition advice is seeking a welcoming and organized Medical Virtual Assistant. This position involves managing patient communications, following up on leads, scheduling appointments, onboarding patients into EMR, verifying insurance details, processing claims, and providing general administrative support.

Key Responsibilities

• Handle inbound patient phone calls and queries from website and social media ads.
• Follow up with potential patients, nurture leads, and encourage appointment bookings.
• Schedule appointments, send confirmations and reminders to minimize no-shows.
• Onboard new patients into Calyx Health EMR, including collecting forms and insurance info.
• Verify insurance coverage accurately; track and follow up on pending or rejected claims.
• Communicate with insurance companies to clarify claim denials and coordinate next steps.
• Maintain precise insurance, billing, and claim documentation.
• Track dietitian billable units to support payroll calculations using spreadsheets.

Required Skills and Experience

• Prior healthcare administrative experience including virtual receptionist or patient coordination roles.
• Strong phone communication skills with professional and patient-focused demeanor.
• Experience nurturing leads and converting them into scheduled appointments.
• Proficient in scheduling, patient onboarding, and managing intake forms.
• Knowledgeable in insurance verification and billing support.
• Familiarity with EMR/EHR systems, preferably Calyx Health.
• Basic payroll tracking skills using Google Sheets or similar tools.
• Awareness of HIPAA and compliance with patient confidentiality standards.

Preferred Qualifications

• Experience with claims follow-up including contacting insurers over claim denials.
• Background supporting dietitians, nutritionists, or wellness centers.
• Payroll tracking experience beyond basics is beneficial but not mandatory.

Technical and Other Requirements

• Clear spoken and written English communication.
• Must provide NBI and/or local police clearance prior to onboarding.
• Availability for video meetings with camera enabled as required.
• Must have reliable laptop or desktop, high-speed internet (25 Mbps minimum), noise-canceling headset, webcam, and quiet workspace.

Benefits and Resources

• Access to dedicated HR and contractor support team.
• Optional premium VPN license for secure work.
• Comprehensive HIPAA and cybersecurity training with certification.
• Specialized performance training to enhance virtual assistant skills and client retention.
• Opportunity to observe client-approved U.S. holidays and paid/unpaid time off at client discretion.
• Availability of productivity tools, templates, and workflow guides to simplify tasks.
• Potential for performance-based bonuses or increased hours depending on client.

Note: These perks are optional resources for independent contractors and are not employee benefits.